Loading...
HomeMy WebLinkAbout2002.01.08_OPWA Agenda=0 MOM Z URI us[ Wf 1 &IMINKI'Megmaym TYPE OF MEETING: Regular DATE: January 8, 2002 TIME: 6:30 p.m. PLACE: Council Chambers, Owasso Community Center Notice and agenda filed in the office of the City Clerk and posted at City Hall at 4:00 p.m. on Friday, January 4, 2002. Marti outwell, Auth rity Secretary a W �210 I Call to Order Chairman Barnhouse 2. Flag Salute 3. Roll Call 4. Consideration and Appropriate Action Relating to a Request for Approval of the Consent Agenda. All matters listed under "Consent" are considered by the Trustees to be routine and will be enacted by one motion. Any Trustee may, however, remove an item from consent by request. A motion to adopt the Consent Agenda is non-debatable. A. Approval of the Minutes of December 18, 2001 Regular Meeting. Attachment #4-A Owasso Public Works Authority January 8, 2002 Page 2 B. Approval of Claims. Attachment #4-B 5, Consideration and Appropriate Action Relating to a Request for Trustee Ratification of an Action Taken by the City Manager Wherein a Commitment Was Made for the Expenditure of Funds Exceeding the Manager's Authority, Such Expenditure in the Amount of $17,000 to Tonto Construction, Muskogee, OK for the Purpose of Making Emergency Repairs to the Santa Fe Lift Station. Mr Ray Attachment #5 The City Manager will request Trustee ratification of the expense. The staff will recommend that the Trustees declare an emergency, waive the competitive bidding requirements, and authorize the expenditure of $12,700 to L & L Construction Inc, Muskogee, OK, for the purchase and installation of a new electrical control center, a high level alarm system, and restoration of the existing I I 0-volt electrical service at the Santa Fe Lift Station. No= Owasso Public Works Authority January 89 2002 Page 3 Deport from OPWA Attorney. 9, New Business. (New Business is any item of business which could not have been foreseen at the time of posting of the agenda.) 10. Adjournment. OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, December 18, 2001 The Owasso Public Works Authority met in regular session on Tuesday, December 18, 2001 in the Council Chambers at the Owasso Community Center per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 4:00 p.m. on Friday, December 14, 2001. ITEM 1: CALL TOO E`R Chairman BarnhOUSC called the meeting to order at 6:30 p.m. Vice Mayor Brogdon offered the invocation. ITEM 3: FLAG SALUTE Mayor Bainhouse led in the flag salute. ITEM 4: ROLL CALL STAFF Timothy Rooney, Acting City Manager Ronald D Cates, Authority Attorney Marcia Boutwell, Authority Secretary A quorum was declared present. ITEM 5: REQUEST APPROVAL OF THE CONSENT AGENDA. A. Approval of the Minutes of December 4, 2001 Regular Meeting. B. Approval of Claims. The consent agenda included minutes of the December 4, 2001 regular meeting, by reference made a part hereto. Item B on the consent agenda included the following claims: (1) Owasso Public Works Authority $55,957.28; (2) OPWA Capital Improvements $6,282.50; (3) OPWA Sewer Line Extension $23,000.00 (4) Payroll $36,053.23. Mr Brogdon moved, seconded by Mr Helm to approve the consent agenda Owasso Public Works Authority December 18, 2001 AYE: Brogdon, Helm, Armstrong, Williams, Barnhouse NAY: None Motion carried 5-0. ITEM 6: CONSIDERATION AND APPROPRIATE, ACTION RELATING TO A RE, QUEST TO PURCHASE TWO SERVICE TRUCKS AND ONE PICKUP TRUCK, Mr Roberts said that the Public Works Department Capital Outlay budget includes funds for the purchase of a 1-ton service truck for Water Distribution and Wastewater Collection, and a 1/2- ton pickup truck for the Wastewater Treatment Plant. The service trucks were bid in September, with only Classic Chevrolet bidding on the trucks. The bids met all the specifications and were within the budgeted amount. The dealers on the state bid list were contacted regarding the purchase of a pickup truck. Dodge Town USA was able to provide a vehicle that meets the needs of the Wastewater Treatment Plant and has the most favorable price. Theses vehicles were budget in FY 20002001, but were not purchased. The funds were carried over to the current fiscal year. Mr Helm moved, seconded by Mr Williams, to approve the purchase of a Chevrolet Silverado C3500 service truck for the Water Division from Classic Chevrolet, Owasso, OIL in the amount of $33,326.46; a Chevrolet Silverado C3500 service truck for the Wastewater Collection Division from Classic Chevrolet, Owasso, OIL in the amount of $27,765.63; and a Dodge Ram %2 -ton pickup truck for the Wastewater Treatment Plant from Dodge Town USA, Oklahoma City, OIL in the amount of $ 13,917; and authorization for payment of all three vehicles. AYE: Helm, Williams, Armstrong, Brogdon, Barnhouse NAY: None Motion carried 5 ®0. ITEM7: CONSIDERATION AND APPROPRIATE ACTION RELATING TO CHANGE •! r j ORDER CONTRACT PUBLIC WORKS AUTHORITY AND SAPULPA O CONSTRUCTION OF RELIEF Mr Bates presented the item. The award of the above - referenced contract included a $25,000 allowance for additional work to fund changes encountered during construction. During construction, conditions were encountered which required immediate action to resolve. Timely resolution of these problems were necessary to accomplish the goal of the project and minimize any lost time and /or additional costs due to delays. Change Order #2 covers additional grout mortar, additional ductile iron pipe, and relocations of an existing water line. Mr Brogdon moved, seconded by Mr Williams, to approve Change Order #2 in the amount of $23,499.11 under the additional cost allowance bid item, representing $5,160 for additional shotcrete at existing creek crossing, $8,665.58 for additional 18" ductile iron pipe, and $9,673.53 for relocation of an existing 12" water line located directly over an existing sewer line. 2 Owasso Public Works Authority December 18, 2001 AYE: Brogdon, Williams, Armstrong, Helm, Baruhouse NAY: None Motion carried 5-0. AYE: Helm, Brogdon, Williams, Armstrong, Barnhouse NAY: None Motion carried 5-0. AYE: Helm, Williams, Armstrong, Brogdon, Bamhouse NAY: None Motion carried 5-0. No report. DC)-Q T FTZ nM OPWA MANAGER - 3 - Owasso Public Works Authority ITEM 11: RET'OR'T' FROM OPWA ATTORNEY. No report. ITEM 12: NEW BUSINESS. ITEM 13: ADJOURNMENT Mr Bro don moved, seconded by Mr Helm to adjourn. AYE: Brogdon, Helm, Armstrong, Williams, Barnhouse NAY: Done Motion carried 5 -0, and the meeting was adjourned at 6:45 p.m. Marcia Boutwell, Authority Secretary -4- December 18, 2001 Mary Lou Barrihouse, Chair [I Fund Department Total General Deposit Refunds 25-00 105 M unicipal Court 25.65 ' 110 Managerial 6429.23 1 120 Finance 1,219,95 150 General Government 18,378.53 160 Community Development 2,256.31 170 Engineering 412.14 175 Information Systems 70.44 181 Support Services 541.76 201 Police Services 49135.93 215 Police Communications 19387.16 221 Animal Control 627.26 250 Fire Services 4,371.77 280 Emergency Preparedness 15.55 300 Streets 109400.57 515 Park Maintenance 19089.90 550 Community Center 218.92 710 Economic Development 371.55 TOTAL 51,977.62 Ambulance Refunds 317.36 49511.82 255 Ambulance Bond Projects CityHall/PD 52,260.19 Project Management 43,857.57 TOTAL 96,117.76 OPWA Capital Improvements i 400 Administration 405 Utility Billing 420 Water 455 Wastewater Collection 480 Refuse Collections Recycle _, ,`111 M" , ,- Debt Service TOTAL 2,879.36 3,505.30 315.48 2,233.65 935°24 3,101.88 38,934°43 51990534 1,626.23 2,519.76 130,336.14 2,333.20 5,153.12 5,623.20 5,659.37 153,251 A2 46,737.73 469737.73 135,173.16 1359173016 Lo PAY PERIOD ENDING DATE 12/15/01 OVERTIME TOTAL DEPARTMENT EXPENSES EXPENSES 111: 1; sm; 11; 11 i 1 Utilitv Billinq 0.00 W I astewater 723.95 9,456.70 .............. Refuse 0.00 4,474.19 IN .. ....... ... . . . . . . APPROVED: January 8, 2002 PAY PERIOD ENDING DATE DEPARTMENT 12/29/01 OVERTIME TOTAL EXPENSES EXPENSES Utility Billing 0.00 1,855.72 Wastewater 0.00 8,965.17 Refuse 0.00 4,840.45 Trustee TO- THE HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: CHRIS ROBERTS FIELD OPERATIONS MANAGER SUBJECT- RE QUEST FOR RATIFICATION OF EXPENDITURE TO PERFORM EMERGENCY REPAIRS TO SANTA FE LIFT STATION DATE: January 3, 2002 BACKGROUND. In the late-evening hours of December 30, 2001, a complete system failure occurred at the Santa Fe lift station. The lift station (located approximately '/2 mile west of Main Street on East 76"' Street North) is below-ground and designed with three (3) pumps. Wastewater flows by gravity to the station into a wet well and piped to the pumps that are located in a separate dry chamber (dry well). (The dry well also houses the electrical operating controls and instrumentation). The pumps lift and discharge the wastewater into a force main which flows to the Main Plant lift station. Incoming flows from the wet well to the dry well can be isolated to make pump repairs by closing valves between the pumps and wet well chamber. On December 30th, wastewater collection personnel were attempting to perform mechanical repairs to a pump located in the dry well when a system failure occurred. Prior to removing the pump, the workers attempted to close the isolation valve from the wet well. The valve (which was originally installed in 1984) apparently had not totally closed and failed to restrict incoming flows. An attempt was made to re-install the pump to stop the flow; however, the workers needed to evacuate the dry well when their air monitor began to alarm and indicate hazardous gases were present in the atmosphere. Subsequently, the dry well filled with wastewater. Since the electrical control system, instrumentation, pumps and motors are located in the dry well, all components were submerged. The lift station was inoperable. Immediately following system failure, field operations personnel initiated an action plan to install temporary pumping to divert wastewater around the lift station. Temporary pumping was needed to alleviate wastewater backing-up in the collection system and overflowing the manholes. Page 2 Santa Fe Lift Station Emergency Repairs A temporary pump was to be installed to remove wastewater from the wet well and discharge into a new connection to be made directly into the force main. The result would be to bypass the flooded pumps and enable the dry well to be drained so that damage assessment and equipment restoration could be accomplished. D the installation, the do l a Due to the, depth of she ivrce iaxalri, lnstatbatliiri era �aze� bypass cCilirbe�e,�lvaA ioiiaae not be accomplished with city equipment. In addition, there were severe manpower limitations due to the prolonged efforts by Public Works personnel. Our personnel were tired and needed rest to ensure their safety. CONTRACTOR SERVICES- On December 31, 2001, Public `works staff began contacting local contractors to obtain quotes for the bypass installation. Due to the holiday, however, only one (1) contractor was available to perform the work on short notice. Therefore, staff contacted the Acting City Manager and informed him of the conditions. Subsequently, he provided authorization for an expenditure in a lump sum amount of $17,000 to Tonto Construction, Muskogee, Oklahoma for emergency repair services. The service agreement provided the following: • Manpower and equipment to install bypass connection. • Drain dry well and re- secure pump to prevent further flooding. Sufficient funds for this expenditure are not included in the FY 01 -02 budget. Consequently, OPWA cash reserves will be used to fund the emergency repairs. All costs associated with restoring the lift station have not yet been determined. Therefore, a supplemental appropriation to the Wastewater Collection Division budget (line item 61 -455- 53400) will be requested once all repairs are complete. Staff recommends Trustees ratification of an expenditure in the amount of $17,000 with Tonto Construction, Muskogee, Oklahoma for emergency repair services performed at the Santa Fe lift station. 910-224-30GO p.2 -et- o2 06:50P CON, NC. ,L& L ,yTRUCTIoN, I IsPecializi"99 in- W"fer & Wu.,vf vater p1l"Iping 1984 P. 0. Box 36 jenks, Oklahoma 74037 918224-6770 FAX 918224-3060 4� 2002 acgiii!QN W p ,oger Stevens of Owas so, public Works Depart Ment ciry 2nd Avenue 301 -%V - Owasso , OK 7405 5 (9,1 S) 272-4959 FAX (9M 272-4996 RE: Replacement of PUMP Control Panel At Sewage Lift Station Stevens: se to provide and install the foUowing items at your existing lift statiom per your verbal request, We PrOP0 operate three (3), thirty 11orsepower (30 h.p.) electric one (1) triplex PUMP control panel designed to The panel woldd include the following motors at 490 volt, three Phase, sxty hertz electrical power' Pagel of 2 Owasso Control Panel Replacement - Quotation Owaso, 0K Page 2 of' 2 .lartuary 4, 2002 910- 224-3000 pm3 La & L Construction, Inc. ° repair existing outlets inside the wet well and reroute wing to new panel which will be mounted on tOp Of, Or next to, lite top Of the existing dry Drell. 3. Re-route uxLsting float switches to new control panel. 4, Re -route existing Power wiring from existing dr~y well into new control pauncl° 5° Re-route existing pwrnp cables to new control parcel, CLAMFICATIONS The above is o understanding Of °what has been requested. 'M is quotation is limited sol y to the item Specifically set out above and includes the entire scope of what we are proposing to provide and install. Any deviations or additions to the above scope of work would have to be negotiated at additional cast, We anticipate that it will tale approximately two — three weeps to get the panel manufactured, delivered and installed after receipt of purchase Order. L & L will provide you with certificates of°insurance for general liability and workman's compensation, The turn --key price for the above Avork is: $ 17 700 °00 Respectfully submitted, TITLE. WE[ MV1131011 TO- THE HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM- CHRIS ROBERTS FIELD OPERATIONS MANAGER SUBJECT- REQUEST FOR EXPENDITURE TO INSTALL NEW ELECTRICAL CONTROL CENTER AND RESTORE EXISTING 11 O-VOLT SERVICE AT SANTA FE LIFT STATION DATE- January 4, 2002 Immediately after the dry well was drained and incoming flow restricted, Public Works staff began assessing conditions to determine the extent of damage. In addition, several electrical /mechanical contractors were contacted to obtain technical advice. As a result, staff was able to determine that the entire electrical control center was damaged beyond repair and will need to be replaced. Therefore, staff began soliciting quotes to restore the electrical system. Several contractors were contacted, but only one (1) was able to provide an immediate quote. The quote submitted by L&L Construction, Inc., Sapulpa, Oklahoma in the lump sum amount of $12,700 is for a new control center installed above ground (to prevent future damage should the dry well become flooded again in the future) and high-level alarm system. In addition, the 110 - volt electrical service in the dry well will be restored to provide power for the lighting, sump pump and dehumidifier which will remain in the dry well. Following notice to proceed, the contractor has indicated that the work will take approximately 10-days to complete. Page 2 Santa Fe Lift Station Staff is currently in the process of removing each of the three (3) pumps and motors so that repair needs can be determined. It appears at this time (from preliminary repair estimates), the cost to restore the pumps and motors should not exceed the City Manager's spending authority. FUNDING SOURCE: Sufficient funds for this expenditure are not included in the FY 01-02 budget. Consequently, OPWA cash reserves will be used to fund the emergency repairs. All costs associated with restoring the lift station have not yet been determined. Therefore, a supplemental appropriation to the Wastewater Collection Division budget (line item 61-455-53400) will be requested once all repairs are complete. Staff recommends Trustees declare an emergency and waive competitive bidding requirements and authorize the installation of a new electrical control center, high-level alarm system and restoration of the existing 110-volt electrical service at the Santa Fe lift station by L&L Construction, Inc., Muskogee, Oklahoma in the amount of $12,700. - - VIVNIENJOH 1. Quote from L&L Construction, Inc. (Initial quote was verbal; written quote will be provided)